Overview
Benefit Information:
ABM offers a comprehensive benefits package. For information about ABM’s benefits, visit Benefits for Staff & Management
Essential Functions:
- Facilitate the implementation of filing and organizational system. Upon implementation, the Administrative Assistant will provide support to maintain and update these standardized and filing systems.
- Provide calendar management to include creating meeting invitations, visitors pre-clearance, disseminating information to meeting participants, arranging for catering services if needed and handle all communications with both internal and external sources.
- Compose, edit, type, and prepare documents to included letters, memos, forms, faxes, and transmittals, policies and procedures (including handling of confidential information).
- Develop and create project-standardized files, folders and systems.
- With minimal direction compose correspondence in support of Account Manager.
- Draft documents for review and implementation by the Account Manager.
- Provide superior customer service to internal and external clients and customers in a professional, positive manner.
- Provide telephone support to include answering, screening and processing telephone calls.
- Maintain up to date call list.
- Provide administrative support to include proposal preparation (including Power Point and graphic packages) and prepare spreadsheets, graphs, and charts, and presentation materials.
- Coordinate monthly department meetings, record and distribute meeting minutes.
- Sort, open and prioritize mail both incoming and outgoing in support of the Account Manager.
- Develop and maintain a standard filing system (hard copy and electronic).
- Prepare, code and process check request, expense reports and invoicing. Obtain required approval signatures and submit to Accounts Payable.
- Compile, organize and finalize other documents for signature and distribution.
- Prepare weekly office supply order. Verify that all items are received and distribute as appropriate.
- Visit and perform filing and administrative duties at each of the engineering office sites.
- Create and maintain files for Life Safety Systems, loss prevention systems and operating permits for each property.
- Review, create and maintain all filing systems for the Service Department.
- Work and communicate effectively with Account Manager and site Supervisors.
- Perform special projects, as assigned.
- Perform data entry in the work order systems.
- Create and track purchase orders in the accounting system.
- Assist in quarterly safety meeting preparation and set up.
Qualifications:
- Minimum of 3-5 years of relevant administrative support experience and special projects experience
- Strong organizational skills with ability to set priorities, manage multiple projects, and meet project deadlines
- Demonstrated ability to determine needs and achieve results without close supervision
- Demonstrated ability to take initiative and lead projects
- Ability to effectively interface with all departments of the company and to represent the company in a highly professional manner
- Superior verbal and written communication skills
- Strong analytical skills
- Exhibits and champions excellence in work and willingness to embrace change
- Ability to produce quality work in a consistent manner
- Ability to work under pressure and within time constraints
- Attention to detail
- Flexibility with work schedule to include working overtime hours
- Adaptability to changing demands
- Proficiency with Microsoft Office products to include Word, Excel, Power Point, Outlook, etc.
